How To Write an Email For Sending a Certificate

In this article, you will learn how to write an effective email for sending a certificate. Sending certificates via email is a common practice in today’s digital world, and it’s important to ensure that your email conveys professionalism and provides all the necessary information. This article will guide you through the process step-by-step.

Here’s how to write an email for sending a certificate:

What To Do Before Writing the Email

Before you start drafting the email, take the following actions and gather the necessary information:

  • Ensure that the certificate is ready and properly formatted.
  • Double-check the recipient’s email address for accuracy.
  • Prepare any additional documents or instructions that need to be included.

What to Include In the Email

When writing the email to send a certificate, include the following components:

Subject Line

The subject line should be clear and concise. It should mention the purpose of the email and the certificate. For example: “Certificate of Achievement – [Recipient’s Name]”.


Start the email with a professional greeting, such as “Dear [Recipient’s Name],” or “Hello [Recipient’s Name],”.


Introduce yourself briefly if the recipient may not be familiar with you. State your role or organization, and express why you are sending the certificate.

Congratulatory Message

Include a personalized congratulatory message to acknowledge the recipient’s achievement. Be sincere and genuine in your words of praise.

Details of the Certificate

In this section, clearly mention the details of the certificate, such as the type of certification, the date it was awarded, and any specific recognition or accomplishments associated with it.

Instructions (if applicable)

If there are any further instructions regarding the certificate, such as how to print it or how to use it, provide clear and concise instructions in this section.

Attached Document

Attach the certificate as a PDF or image file to the email. Mention in the email that the certificate is attached for the recipient’s reference.


End the email with a professional closing, such as “Sincerely,” or “Best regards,” followed by your name and contact information, including phone number and/or email address.

Email Template – Sending a Certificate

Dear [Recipient’s Name],

I am pleased to inform you that you have successfully completed the [Course/Training Program] and have earned the Certificate of Achievement. Congratulations on this significant accomplishment!

The Certificate of Achievement recognizes your dedication and hard work throughout the course. It was awarded to you on [Date]. We are proud to have you as one of our successful graduates.

Please find the attached certificate for your reference. Should you require any assistance regarding the certificate or its application, feel free to contact us at [Contact Information].

Once again, congratulations on your outstanding achievement!

[Your Name]
[Your Organization]
[Phone Number]
[Email Address]


Writing a well-crafted email for sending a certificate is essential to ensure that the recipient receives both the recognition they deserve and all the necessary information. Remember to maintain a professional tone throughout the email and make sure all relevant details are included. Congratulations again on sending your certificate successfully!

Here are a few additional tips to keep in mind:

  • Always double-check the email content and attachments before hitting the “Send” button.
  • If necessary, follow up with the recipient to confirm receipt of the certificate.
  • Proofread your email for any grammatical or spelling errors to maintain a professional image.